Job Vacancies at Plan International

Type of Role: Fixed Term
Reports to: Response Operations Support Manager

The Role

• The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine.
• Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.
• This position will play a key role in establishing the HR function, providing support to country level activities and will provide HR expertise and guidance to Plan International teams and partners in Poland, Romania, and Moldova, Ukraine and Germany-based Ukraine Response Hub staff.   
• The Ukraine Response Hub is a service-oriented structure to support initiation of activities, and to help find solutions to problems as and when arise. Creative thinking and identifying work arounds to problems faced will be a critical element of the role. 
• The position of HR Manager is an integral part of the team responsible for the HR set up and the overall management of all areas related to Human Resources; to provide guidance on all HR matters and ensure compliance with local laws and Plan International policies.
• Be responsible for induction of all staff and to manage specific projects within HR, to input to the review and development of guidelines and procedures for international and local staff, to manage relationships with key service providers, and implement/maintain systems including payroll and procedures for efficient and effective HR Operations.

Accountabilities

• Set up the HR Function for the Ukraine Response Hub response, ensuring compliance with local employment requirements and alignment to Plan International values and behaviours.
• Have overall responsibility for the design and implementation of relevant HR policies and systems to meet the needs of the response, including but not limited to local and internationally deployed benefits, recruitment and selection policy and procedures.
• Responsible for monitoring staff welfare and ensuring that staff have access to resources to support their well-being.
• Ensuring that the Ukraine Response Hub has effective, efficient, and compliant resourcing strategies in place to ensure that the right numbers of staff with the right skills are recruited in a timely and safe way. These resourcing strategies cover local and international recruitments, international deployment and as well as other resourcing options such as volunteers or external agencies.
• Working with senior managers to ensure that the response program is structured to efficiently deliver effective program outcomes.
• Ensuring that all new staff who are recruited for the response receive a clear induction which provides a thorough understanding of both their own role and responsibilities as well as key organisational priorities and information, including but not limited to the CPP and Whistleblowing Policy.
• Support response locations, assess occupational Safety and Health issues covering both international and national staff working on the Ukraine Response Hub.
• Providing line managers and staff at every level with HR advice and support as required to deal with HR issues and questions that arise related to the response.
• Responding to requests for information or HR reports and trackers from Global Hub or managers as required.
• Provide effective HR business partnering support to the response management so HR issues and needs are understood and captured in strategies, proposals and programs.
• Liaising with Finance to ensure all required HR budget requirements are incorporated in to the response master budget.
• Support proposal development, ensuring appropriate HR costs are incorporated in to funding submissions.
• Provide regular input to the response sitrep.
• Ensuring HR records, including personnel files are set up, accurate and well-maintained in compliance with Plan standards and local requirements.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Skills, Knowledge and Behaviours Required
Skills:

• Proven HR Management Experience, including establishing HR functions and working in challenging environments.
• Experience of working in humanitarian crises. 
• Proven effective and practical HR management working across several sites and operating in a multicultural and matrix management structure.
• Fluency in English essential. Language skills in German, Ukrainian, Polish, Moldovan or Romanian are an advantage.   
• Proficient in Microsoft office packages, and HRIS systems.

Behaviours:

• Striving for high performance across the team and for Plan’s business 
• Strategic thinking and innovation - finding efficiencies in the use of resources 
• Decision making and risk management - identification and action on HR Management in line with compliance requirements and humanitarian ways of working.  
• Influence and communication - able to communicate concerns to managers and teams 
• Building effective teams and partnerships - with teams and suppliers 
• Developing people - leaving a legacy of a locally able team 
• Self-awareness and resilience - operating in a highly volatile and developing context.

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Role Purpose

• The purpose of this role is to coordinate administrative and logistical support for the central office in line with policies of Plan International Nigeria, donor requirements and Nigerian laws.
• The post holder will be supervised by Country Supply Chain Manager and expected to work very closely with other members of the Supply Chain, Programme, Grants and Finance teams.
• S/He is responsible for the day-to-day coordination of Admin and logistics operations and support with monitoring and reporting of Admin and logistics activities in the central Office.

Dimensions of the Role

• Communicates within Plan International Nigeria and with partners and, externally with vendors, service providers, consultants etc.
• The post holder will coordinate the effective administration and logistics management in the country office and give support to the field offices where necessary.

Accountabilities
Administrative and Logistics:

• Provide high quality technical input in project operational planning, including the assessment, design, start-up, budget management and implementation of supply chain activities for multiple projects
• Coordinates logistics contracts and services for the Country office – review all support and consultancy contracts for approval.
• Monitor logistics contract implementation and maintain a database/register with updated information for all active contracts.
• Oversight of fleet management and transport operations
• Responsible for fixed assets management
• Coordinate logistics (and procurement as need arises/when delegated) operations in the central office, ensuring compliance with Plan International logistics standards and regulations.
• Claims management – using the specified soft ware
• Vendor creation and management in SAP system for Country office (Subject Matter Expert)
• Effective coordination on the logistics support processes, and ensuring timely and efficient support to meet project objectives
• Oversee and ensure proper logistics for all arrangements for meetings, conferences and workshops managed by the central office, is assured and services delivered are of high quality.
• Support the on-boarding orientation and capacity building training to newly engaged staff and implementing partners for their proper integration into Plan International Nigeria operations.
• Ensure Plan International Nigeria insurance policies are up to date and renewed on yearly basis.
• Ensure strict adherence to procedures in documents archiving for the central office,
• Coordinate and carry out pre-qualification exercises and report on due diligence assessment of vendors before entering into vendors’ database.
• Participate in conducting Supply Chain Operations Manual awareness training to vendors and ensure compliance to Non-Staff Code of Conduct, Anti-fraud and Anti-Bribery and Corruption, Child and Youth Safeguarding policies of Plan International.
• Negotiating with suppliers and vendors to secure advantageous terms and ensure value for money in the quality of goods and services to be supplied
• Oversee periodic and surprise stock counts to ascertain effectiveness of controls in stock management
• Supervise admin officers to ensure hitch-free flight booking and travel arrangement for staff and in-coming visitors.
• Coordination and management of Plan International Nigeria’s approved vendor list, hold regular feedback sessions with approved vendors.
• Perform any other project related duties as specified by the Admin and Logistics Manager

Technical Expertise, Skills And Knowledge

• A Degree in Business / Public Administration or related field.
• At least 3 -4 years of experience working in administration and logistics Coordination role in an INGO
• Working Experience in use of SAP
• Fluency in English with excellent writing and speaking skills is required.
• Excellent and demonstrable experience in procurement processes and logistics management.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in English language
• Knowledge and understanding of Nigeria’s policy environment
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook